Hampshire and Isle of Wight Healthcare NHS Foundation Trust

Business Support Administrator

The closing date is 22 June 2025

Job summary

We are looking for a motivated and dynamic administrator for a full time role, 37.5 hours per week, which is worked Monday to Friday.

This is a split role providing administration support to the 0 to 19 service and also the Immunisation team, to deliver the Flu vaccination programme in schools for several months of the year, so the ability to travel between sites is essential. For the remainder of the year, the role will be based in the Civic Offices, Portsmouth where parking is currently free.

The successful applicant will carry out a range of general administration tasks including answering telephone queries, arranging appointments, updating resources and using the clinical records system, SystmOne, accurately and efficiently. Full training will be provided. This is an important role within the team as you will be the first point of contact with clients, so an excellent approach to customer service is essential.

If you are committed to providing high quality patient care, and enjoy working in a fast-paced, ever-changing environment, we look forward to receiving your application.

Main duties of the job

Provide an efficient first point of contact to all telephone callers to the service, recording messages accurately, answering a variety of enquiries from internal and external callers and dealing with sensitive and difficult issues in a professional and helpful manner, liaising with other departments as required.

Send emails in accordance with Hampshire and Isle of Wight Healthcare NHS Foundation Trust guidance for sharing patient identifiable data. Distributing emails to team members.

Liaising with schools, to ensure accurate record keeping of school aged children's registration at schools.

Act as first point of contact to all visitors, i.e. health professionals, identifying their requirements and making an appropriate response.

Receive, sort and distribute all mail coming into the service. Distribution of correspondence to appropriate persons, including parents, GPs, schools and various health professionals, including health records, GP lists, and computer databases and ensure this information is kept up to date for use by the other departments.

Use and accurately populate the electronic record system, SystmOne, with information to include producing correspondence, actioning referrals, scanning and uploading information from other services in a timely manner, taking responsibility for the quality of the data and taking note of the Health Records Standards and Procedures and Record Keeping Policy, using the Standard Operating Procedure.

About us

Hampshire and Isle of Wight Healthcare NHS Foundation Trust is a newly established organisation, bringing together expertise from across mental health, learning disabilities, community, and physical health services. We are dedicated to delivering compassionate, high-quality, and accessible care to the diverse communities of Hampshire and the Isle of Wight.

With over 13,000 dedicated staff working across more than 300 sites, we place patients and staff at the centre of everything we do. Our goal is to create an integrated healthcare system that improves accessibility and ensures more consistent care for patients. By working together, we aim to improve patient outcomes, drive innovation, and meet the unique needs of the populations we serve.

Our Trust unites services from Southern Health, Solent NHS Trust, Isle of Wight NHS Trusts community and mental health teams, as well as Hampshire CAMHS, originally part of Sussex Partnership NHS Foundation Trust. This transformation enables us to deliver more seamless care across the region, ensuring that patients receive the right support, in the right place, at the right time.

Join us as we embark on this exciting journey to shape the future of healthcare across Hampshire and the Isle of Wight. We are deeply committed to our CARE values of compassion, accountability, respect, and excellence, and offer outstanding opportunities for career development, training, and collaborative working.

Date posted

12 June 2025

Pay scheme

Agenda for change

Band

Band 2

Salary

£24,169 to £24,169 a year Please note for part time hours the salary will be pro rata

Contract

Permanent

Working pattern

Full-time, Flexible working

Reference number

348-CFS-8144

Job locations

Portsmouth Civic Offices

Guildhall Square

Portsmouth

Hampshire

PO1 2GJ

Job description

Job responsibilities

Further information about the Trust and this role can be found on the Job Description and Person Specification document attached. It is important to us that we ensure our recruitment processes are accessible and inclusive to everyone - if as a potential candidate you are concerned a person specification may prevent or restrict your application for employment as a result of unintentional barriers on the grounds of your sex, race, age, sexual orientation, religion/belief or disability please initially contact the Trust's Recruitment team - detailed in the advert. The Trust will seek to resolve this issue wherever possible.

We are happy to talk Flexible Working - all requests for flexible working options can be discussed as part of the interview process.

Job description

Job responsibilities

We are happy to talk Flexible Working - all requests for flexible working options can be discussed as part of the interview process.

Person Specification

Qualifications

Essential

English and Maths GCSE (Level 4) or equivalent
NVQ level 2 in Administration or equivalent

Desirable

Good general education
IT skills and knowledge

Experience

Essential

Good communication skills, written and verbal (including telephone skills)
Ability to work as part of a skill mix multi-disciplinary team
Ability to input accurately to electronic information systems
Clean, current driving licence including Business Use

Desirable

Experience of Admin work
Experience of working in a constantly changing environment without direct supervision

Additional Criteria

Essential

English & Maths GCSE (Level 4) or equivalent.
NVQ level 2 in Administration or equivalent.
Good inter-personal skills
Good time management skills
Ability to work as part of a team.
Self-motivated and organised
Be able to demonstrate and understand the principles of equality, diversity and inclusion and how they apply to staff and patients in a healthcare setting.
Able to demonstrate personal commitment to challenging discrimination and promoting equalities, at an appropriate level to the post.
Excellent attention to detail.
Understanding of safeguarding issues.

Desirable

Good general education.
IT skills & knowledge.
Experience of Admin work.
Experience of working in a constantly changing environment without direct supervision.

Person Specification

Qualifications

Essential

English and Maths GCSE (Level 4) or equivalent
NVQ level 2 in Administration or equivalent

Desirable

Good general education
IT skills and knowledge

Experience

Essential

Good communication skills, written and verbal (including telephone skills)
Ability to work as part of a skill mix multi-disciplinary team
Ability to input accurately to electronic information systems
Clean, current driving licence including Business Use

Desirable

Experience of Admin work
Experience of working in a constantly changing environment without direct supervision

Additional Criteria

Essential

English & Maths GCSE (Level 4) or equivalent.
NVQ level 2 in Administration or equivalent.
Good inter-personal skills
Good time management skills
Ability to work as part of a team.
Self-motivated and organised
Be able to demonstrate and understand the principles of equality, diversity and inclusion and how they apply to staff and patients in a healthcare setting.
Able to demonstrate personal commitment to challenging discrimination and promoting equalities, at an appropriate level to the post.
Excellent attention to detail.
Understanding of safeguarding issues.

Desirable

Good general education.
IT skills & knowledge.
Experience of Admin work.
Experience of working in a constantly changing environment without direct supervision.

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.

Employer details

Employer name

Hampshire and Isle of Wight Healthcare NHS Foundation Trust

Address

Portsmouth Civic Offices

Guildhall Square

Portsmouth

Hampshire

PO1 2GJ

Employer's website

https://hiowhealthcare.nhs.uk/ (Opens in a new tab)

Employer details

Employer name

Hampshire and Isle of Wight Healthcare NHS Foundation Trust

Address

Portsmouth Civic Offices

Guildhall Square

Portsmouth

Hampshire

PO1 2GJ

Employer's website

https://hiowhealthcare.nhs.uk/ (Opens in a new tab)